Law Office Receptionist & Client Liaison

Anthoor Law Group, A Professional Corporation•Fremont, CA

18h•Onsite

About The Position

As the Law Office Receptionist & Client Liaison, you’re not just the first point of contact; you’re the face and voice of Anthoor Law Group. You’ll create a welcoming, supportive experience for everyone who walks through our doors, from current clients to new visitors. Your organizational skills, attention to detail, and positive attitude will help ensure our office runs smoothly and clients feel valued and informed. In this role, you’ll balance greeting guests, coordinating appointments, and managing essential office functions while contributing to the client-centered culture that defines us.

Requirements

Associate’s or Bachelor’s degree in Business Administration, Communications, Legal Studies, Paralegal Studies, Psychology, Sociology, or a related field preferred.
Prior experience in a law firm, legal office, professional services firm, or client-facing administrative environment preferred.
1–3 years of experience in a receptionist, client liaison, office coordinator, intake, or administrative support role preferred.
Experience handling sensitive client communications with professionalism, discretion, and empathy.
Familiarity with business phone systems, client management software, Google Workspace, Microsoft Office, and general office technology.
Legal office experience is strongly preferred, particularly in Family Law, Estate Planning, or another client-sensitive practice area.
Bilingual ability is a plus, but not required.

Responsibilities

Serve as the welcoming face of our office by greeting clients, visitors, and guests with a warm, professional demeanor.
Answer and direct incoming calls efficiently and carefully, ensuring each caller receives excellent service.
Handle basic inquiries about the firm and its services, always maintaining the boundaries of client confidentiality and professionalism.
Schedule and confirm client appointments in our case management system, MyCase, and keep the intake pipeline statuses current.
Call, text, and email clients to confirm appointments, ensuring they’re prepared and informed before each meeting.
Proactively manage the calendar to avoid scheduling conflicts and inform the team of upcoming meetings and appointments.
Keep our reception, lobby, and storage spaces organized and inviting; ensure the area is always neat and well-maintained.
Track office supplies, placing timely orders to keep the office well-stocked and efficient.
Open the office each morning, managing doors, lights, and security to set a positive tone for the day.
Receive, log, and distribute incoming mail and packages, keeping a comprehensive mail tracker.
Scan, date-stamp, and route all mail and documents to the appropriate team members, including EP documents and deeds.
Coordinate with clients to pick up recorded deeds or prepare them for mailing when completed.
Support attorneys and paralegals with administrative tasks such as scanning, filing, and document preparation.
Manage the general inbox, clear out unneeded emails, respond to basic inquiries, and route emails as necessary.
Regularly update EP billing sheets, intake pipeline, and track important client information to support smooth case management.
Process payments for consultations, retainers, and invoices, maintaining accurate records in the EP payment sheet.
Track payment statuses in MyCase, follow up on outstanding balances and keep all financial records current.
Maintain accurate client and lead data, adding Family Law and Estate Planning leads to the intake pipeline as needed.